omokoroa - westernbay.govt.nz · • to maintain an overview of road works, water supply, sewage,...

Nga Take

Western Bay of Plenty District Coullf:i/

OMOKOROA COMMUNITY BOARD

Poari 1-/apori

I

-- . -Omokor Community Church Hall 7.00pm

Members:

Media Staff

Miriam Taris

Notice of Meeting No OM19 Te Karere

Omokoroa Community Board Paori Hapori

Tuesday, 26 March 2019 Omokoroa Community Church Hall

7.00pm

M Grainger (Chairperson) T Sage (Deputy Chairperson) P Presland D Sage Councillor M Murray-Benge Councillor J Palmer

Chief Executive Officer Western Bay of Plenty District Council

Western Bay of Plenty

Omokoroa Community Board Mangai o Te Kaunihera

Role and Purpose of Community Boards

• To represent, and act as an advocate for, the interests of their communities • To consider and report on all matters referred by Council and its Committees, or any

matter of interest or concern to the community board • To maintain an overview of services provided by Council within the community • To prepare an annual submission to the Council for expenditure within the community • To communicate with community organisations and special interest groups within the

community • To undertake responsibilities as delegated by Council or its Committees

Delegated Functions

Subject to compliance with Council strategies, policies, plans and legislation: • To maintain an overview of road works, water supply, sewage, stormwater, parks,

recreational facilities, community activities and traffic management within the community and make recommendations to Council and its Committees in accordance with their delegated functions

• To report and make recommendations to Council and its Committees in accordance with their delegated functions on issues facing respective communities to promote public participation and communication within respective communities

• To undertake tasks, powers and functions as may be delegated by Council or its Committees in accordance with their delegated functions from time to time

• To control, expend and monitor funds as allocated by Council • To allocate Community Board reserve funds to specific capital non-recurring projects for

council assets on council land Or In accordance with allocations which have been approved through the annual plan process :

• To have input into Council and its Committees on issues and plans affecting the respective communities

• To provide an effective mechanism for community feedback to Council • To receive reports from Council appointees on Council matters relevant to the

Community Boards

OM19.1

OM 19.2

Agenda for Meeting No. OM19

Present In Attendance Apologies

Public Forum

A period of up to 30 minutes is set aside for a public forum. Members of the public may attend to address the Board for up to three minutes on items that fall within the delegations of the Board provided the matters are not subject to legal proceedings, or to a process providing for the hearing of submissions. Speakers may be questioned through the Chairperson by members, but questions must be confined to obtaining information or clarification on matters raised by the speaker. The Chairperson has discretion in regard to time extensions.

Such presentations do not form part of the formal business of the meeting, a brief record will be kept of matters raised during any public forum section of the meeting with matters for action to be referred through the customer contact centre request system, while those requiring further investigation will be referred to the Chief Executive

Recommendation

THAT the meeting adjourn for the purpose of holding a public forum.

Minutes of Meeting No. OM18 of the Omokoroa Community Board held on 12 February 2019

A copy of the minutes are attached.

Recommendation

THAT the minutes of meeting no. OM18 of the Omokoroa Community Board held on 12 February 2019 as circulated with the agenda/ be confirmed as a true and accurate record.

Decision Report from Recommendation to Council -Request for CCTV at Omokoroa

Attached is a report from the Democracy Advisor dated 11 March 2019

Pages

6-14

15

OM19.3

OM19.4

OM19.5

OM19.6

OM19.7

OM19.7.1

OM19.8

Decision Report from Recommendation to the Long Term 16-17 and Annual Plan Committee -Omokoroa Community Board - Draft 2019/2020 Annual Operating Budget

Attached is a report from the Democracy Advisor dated 13 March 2019.

Update to Community Boards on Upcoming Consultation

Attached is a memorandum from the Policy and Planning Manager

dated 13 March 2019.

Chairperson's Report

Attached is a report from the Chairperson dated 4 March 2019

Councillor's Report

Attached is a report from Councillor Murray-Benge dated 11 March 2019.

Infrastructure Services Report Omokoroa - March 2019

Attached is a report from the Deputy Chief Executive dated 4 March 2019

18-19

20-28

29

30-45

Decision Report from Operations and Monitoring 46-71 Committee - Omokoroa Road Upgrading

Attached is a report from the Deputy Chief Executive Officer dated 12 March 2019

Financial Report Omokoroa - February 2019

Attached is a report from the Management Accountant dated 11 March 2019

72-74

OM19.9 Council, Standing Committee and Community Board Meetings

Attached is a schedule of meetings for the month of April and May 2019.

Recommendation

THAT the schedule of meetings for April and May 2019 be received.

75

Present

Western Bay of Plenty District Council

Minutes of Meeting No. OM18 of the Omokoroa Community Board held on 12 February 2019

at the Omokoroa Community Church Hall commencing at 7.00pm

Members M Grainger (Chairperson), T Sage (Deputy Chairperson), P Presland and Councillors M Murray-Benge and J Palmer

In Attendance

K Perumal (Chief Financial Officer), K Elder (Governance Manager), A Hall (Reading Engineer West) and A Alty (Democracy Advisor)

Others

Nine Members of the public

Apologies

An apology for absence was received from member D Sage.

Resolved : Member Grainger I Councillor Palmer

THAT the apology for absence from member D Sage be accepted.

Public Forum

Resolved : Member Grainger I Councillor Murray-Benge

THAT the meeting adjourn for the purpose of holding a public forum.

Omokoroa Golf Club Omokoroa Golf Club representatives David Hughes, Fintan Downes and Brian Currie provided a verbal summary of proposals to improve drainage and limit land erosion on the Omokoroa Golf Course.

6

Minutes of OM18 held on 12 February 2019 2

Evidence of increased environmental damage from extreme weather events had prompted the club to implement drainage work that would ultimately protect and enhance the asset of the overall course. The speakers advised: • Engineering consultants had provided drawings for the installation of earth bunds at

specific risk points to the course that were subject to ongoing erosion and land loss. • Council had approved a shared cost arrangement for the preparation of the resource

consent applications required for the proposed earthworks to the Bay of Plenty Regional Council.

• Additional Resource Consent from Counci l may also be required . • Drains within the golf course were the responsibility of Counci l as part of the overall

Council stormwater maintenance plan. • The Club would work with Council in relation to t he protection and development of

adjoining reserve land and future walkways.

The Board was advised that Omokoroa Golf Club representatives would arrange to meet the Chief Executive Officer and the Mayor about the proposal in the near future.

Kapok Vine Helen Sim spoke of her concern at the proliferat ion of the Kapok Vine (also known as the Moth Vine -Araujia hortorum) that was particularly rampant throughout Omokoroa. The vine was very attractive with bell flowers and after flowering produced pear-like pods that produced a kapok pulp and many thousands of seeds that were easily spread and quickly took hold st rangling established t rees and plants.

To eradicate the Kapok Vine pest plant it needed to be pulled out as it would grow again if just cut back. It was suggested that the Bay of Plenty Regional Council be requested to undertake a publicity campaign to advise residents at Omokoroa about the pest plant and how it should be eradicated.

The Chairperson advised that there was a meeting of the Omokoroa Environmental Managers Group scheduled to be held on Tuesday 19 February starting at 3.30pm at the Omokoroa Point School and encouraged Mrs Sim to attend this meeting so she could speak about her concerns and ideas regarding this issue.

Toilet Facilities along the Omokoroa to Tauranga Cycleway A member of t he public enquired if/when toilet facilities along the Omokoroa to Tauranga cycleway would be put in. Even though the cycleway was not finished or officially opened it was already very popular and there was a definite need for public toilet facil ities along the current 19 kilometre route.

Omokoroa Road Urbanisation - Western Avenue to Tralee Street Concern was expressed that the section of Omokoroa Road from Western Avenue to Tralee Street and the intersection at Tralee Street was very dangerous and the planned urbanisation work needed to be undertaken as soon as possible.

The Roading Engineer (West) advised that the Omokoroa Road - Western Avenue to Tralee Street Urbanisation project was still in design phase with construction programmed to be undertaken in the 2018/19 and 2019/2020 financial years.

Maintenance of Grass verges on Omokoroa Road A member of the public advised that the contractors had recently mown the long weeds and grass next to the new roads and footpaths and left the area looking very untidy. The

7


Roading Engineer (West) advised that the Omokoroa Road roading corridor was maintained by Westlink contractors and levels of service for this area were still being developed.

Thanks to the Transportation Manager On behalf of residents in the immediate vicinity of Anderley Avenue, Mr Boyes asked that thanks be extended to the Transportation Manager for facilitating the installation of the footpath on Anderley Avenue. The footpath was well used and looked great.

Resolved : Councillors Palmer I Murray-Benge

THAT the meeting be re-convened in formal session at 7.53 pm

OM18.1

OM18.2

OM18.2.1

Minutes of Meeting No. OM17 of the Omokoroa Community Board held on 20 November 2018.

The Board considered the minutes of meeting OM17 of the Omokoroa Community Board held on 20 November 2018 as circulated with the agenda.

Resolved: Councillors Murray-Benge I Palmer

THAT the minutes of meeting No. OM17 of the Omokoroa Community Board held on 20 November 2018 as circulated with the agenda, be confirmed as a true and accurate record.

Chairperson's Report

The Board considered a report from the Chairperson dated 23 January 2019 as circulated with the agenda.

Request for CCTV

Board Members raised concern about the anti-social behaviours that were frequently happening at the Omokoroa Skatepath. The behaviours were problematic and there was a risk to the safety of young children who went to the park and the immediate surrounding area to play. Board members advised that the disorderly and anti-social behaviour had been reported to the police.

The Board wanted to see CCTV cameras installed in the immediate area as soon as possible. It was noted that Council had installed a CCTV camera to monitor the Esplanade Parking area for the purpose of monitoring carpark movements during the summer and the Board asked if this CCTV unit could be transferred to the Skatepath area as soon as possible.

The Chairperson advised that he had received a letter from the Community Constable acknowledging the work of the Omokoroa Community Patrol. The letter supported the installation of a CCTV camera at the intersection of Western Avenue and Omokoroa Road that would give the police "the

8


OM18.2.2

OM18.2.3

OM18.2.4

added benefit of managing pedestrian movement/disorderly offending/ensuring child safety in the Skatepark." It was also suggested that CC1V could be part of future planning by the Council in managing the increased population growth in the Omokoroa area.

The Board was advised that the installation, monitoring and maintenance of CC1V was not a Council activity and that the Policy Committee would be undertaking a review of CC1V in the Western Bay later in the year.

Resolved: Members Presland I Sage

THAT the Omokoroa Community Board recommend to Council that a CCTV camera system be installed as soon as possible on the comer of Omokoroa Road and Western A venue to capture the view of the Omokoroa Skatepath.

Installation for BBQ at Western Avenue

Advice was provided to the Board that the cost for a double plate BBQ with shelter over top would be in the order of $15,000 with an additional cost of up to $10,000 - $15,000 for an electrical supply to the BBQ unit.

The specific location of the BBQ in the area would need to be discussed further in consultation with the Reserves and Facilities Manager and the item should be considered for inclusion in the futu re Long Term Plan.

Postponement of Speed Limit Bylaw Review

Council had planned to review speed limits on al l local roads in the District to bring them in line with the speed limits determined by NZTA on state highways.

Board members were advised that Western Bay of Plenty District Council had put a hold on the review of speed limits on local roads, pending direction from the New Zealand Transport Agency on its State Highway (and specifically SH2) speed limit review.

Various Bylaw Reviews

Council was continuing with other bylaw reviews on traffic and parking, animals (excluding dogs), public places, nuisances, cemeteries, trading in public places and policies on gambling venues.

Proposals relating to the reviews would be out for public consultation from 18 March until 18 April 2019.

9


OM18.2.5

OM18.2.6

OM18.2.7

Update of Omokoroa Structure Plan

The Chairperson summarised items relating to the development of the Omokoroa Structure Plan and the proposed changes to the District Plan that would be presented to the community during an open day in June 2019 (date to be finalised).

Travel Expenses for Submission to the Ministry of Education relating to the location of a secondary school at Omokoroa

Within the Omokoroa Structure Plan and in relation to the location of a future secondary school and an additional primary school (as one of the key outcomes from the structure plan), the Ministry of Education had been working through various options and had called for submissions relating to the education factors of the plan.

The Board was advised that Karen Laten had been working on behalf of the Omokoroa community and would be making a submission on this topic resulting from a petition raised in the community with some 2000 signatures. As a submitter, Mrs Laten had been invited to present to the select committee.

Mrs Laten had recently moved to Nelson and, contrary to the expectation that the Ministry of Education submissions would be heard in Wellington, she had been advised that submissions would now be heard in Auckland. The change in venue would incurr considerable expense to the submitter who would be attending the Ministry of Education select committee hearing on behalf of the Omokoroa community.

Resolved: Member Grainger I Councillor Murray-Benge

That the Omokoroa Community Board allocate funding up to $500 for travel expenses incurred by Karen Laten to attend the Ministry of Education submission process relating to the development of a new secondary school and additional primary school at Omokoroa, funded from the Omokoroa Community Board Contingency Account.

District Licensing Hearing Update

The Chairperson gave a summary of the recent District Licencing Hearing that had been held over two days at the Western Bay of Plenty District Council Office at Barkes Corner relating to the proposed Local's Bar and Eatery at 168 Omokoroa Road.

The Chairperson advised that he had been granted perm1ss1on under section 204 (of the District Licensing Act) to appear at the hearings and give evidence relating to the application.

10


OM18.2.8

OM18.2.9

OM18.2.10

OM18.2.11

OM18.3

OM18.3.1

Omokoroa Environmental Managers

The Chairperson advised that the Omokoroa Environmental Manager would meet on Tuesday 19 February 2019 at 3.30 pm at the Omokoroa Point School.

Omokoroa District Sports and Recreation Society

Member Presland advised the Board that arrangements for the Dreams Fleetwood Mac Tribute Band fundraiser to be held on 2 March 2019 from 3.00pm to 9.00 pm at the Western Avenue Sports Ground were in hand and ticket sales were progressing well.

Settlers Hall

The new fence that had been put up on the boundary of the Settlers Hall was greatly appreciated. It was noted that the children from the Toy Library at the rear of the Settlers Hall had enjoyed watching the trains go by and now with a solid fence in place they could not see the trains. It was suggested that some 'viewing holes' be installed to enable the children to continue their train watching activity.

Installation of Cycle Racks

Board Members were asked to provide a list of prospective locations for the installation of bike racks throughout Omokoroa to the Roading Engineer who would report back to the next meeting with designs and costs for the suggested placement of the racks.

Resolved: Members Grainger I Presland

THAT the Omokoroa Community Board Chairpersons Report dated 23 January 2019 be received.

Councillor's Report

The Board considered a report from Councillor Palmer dated 29 January 2019 as circulated with the agenda.

Omokoroa Have Your Say Event

The Have Your Say for the Annual Plan I Long Term Plan consultation event will be held at the Settlers Hall at Omokoroa on 23 March 2019 from 9am to 12 pm.

11


OM18.4

Future Waste Management

Council has been considering its approach to Waste Management in some detail over the past two years. At the Policy Committee meeting on 13 December 2018, the preferred option was selected to progress towards public consultation. The preferred option sees Council take a leading role in the delivery of kerbside services for glass, recyclables, food waste (in urban areas) and general rubbish, through contracting out services. Council's identified preferred option includes: • Pay-per-pick-up service for rubbish (weekly wheeled bin) • Kerbside glass collection (fortnightly crate)

Kerbside recyclables collection (cardboard/paper, cans and plastics 1 and 2) (fortnightly wheeled bin) Food waste collection in urban areas only (weekly- smaller bin).

The preferred option would also see Council look to establish recycling drop-off points in rural areas where a kerbside service would otherwise be unavailable. Council would also look to work with community groups and Tauranga City Council to establish a community-led construction and demolition waste recovery centre.

It was important that members of the community take the opportunity to give their views and input on any of the proposals and it was advised that the Have Your Say dates would be widely advertised through various media avenues.

Resolved: Councillor Palmer I Councillor Murray-Benge

THAT the report from Councillor Palmer dated 29 January 2019 be received.

Anzac Day Commemoration 2019

The Board considered a report from the Democracy Advisor dated 16 January 2019 as circulated with the agenda.

Resolved: Members Grainger I Presland

1. THAT the Democracy Support Officer's report dated 16 January 2019 and titled Anzac Day Commemoration 2019 be received.

2. THAT the Omokoroa Community Board provide a wreath for the ANZAC Day Service, to be paid from the Omokoroa Community Board Contingency Account (up to the value of $200).

3. THAT Omokoroa Community Board Members represent the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2019.

12


OM18.5

OM 18.5.1

OM18.5.2

OM18.5.3

OM18.5.4

OM18.5.5

Infrastructure Services Report Omokoroa- February 2019

The Board considered a report from the Deputy Chief Executive dated 25 January 2019 as circulated with the agenda.

Beach Grove Road - Under Road Water Leak

Councillor Murray-Benge asked for an update on the water leak that had been discovered under the road in the vicinity of Beach Grove Road.

The Roading Engineer (West) advised that he would provide an update on this item.

Parking Issues in the Esplanade/Omokoroa Domain Area

Board members were advised that during peak periods vehicles were parking in the t railer boat parking area, and this restricted vehicles with boat trailers parking in the allocated boat trailer parking area.

The Board was advised that a review of the Traffic and Parking bylaw was currently underway and this topic would be discussed within the review.

Councillor Palmer requested a report on the management of traffic and parking at the Esplanade Domain and Boat Ramp at Omokoroa during the summer period.

Proposed Omokoroa Library and Service Centre

Councillor Palmer requested an update on the status of the required resource consent process relating the proposed Omokoroa Library and Service Centre in conjunction with the new Omokoroa Sports and Recreation pavilion.

Welcome to Omokoroa Sign

The Roading Engineer was advised that the Welcome to Omokoroa sign needed to be re-sited to the best position in the vicinity of the corner of Omokoroa Road and Prole Road.

Long Term Plan Priorities - Minute Action Reference OM16 18 2.3 - Playground path connection to the new pavilion building

The Board requested that they be provided with a copy of the proposed playground path connection to the new Sport and Recreation Society Pavilion.

13


OM18.5.6

OM18.6

OM18.7

Community Roading Account

The Board will schedule a workshop to construct an itemised list of future projects t hat may be funded from the Community Reading Account to be reported before the end of the 201812019 financial year.

The initial future projects list would be collated for pricing and feasibility and if practicable included in the 2020 Annual Plan.

Resolved: Member Grainger I Council lor Murray-Benge

THAT the Deputy Chief Executive Officers Report dated 25 January 2019 and titled Infrastructure Services Report Omokoroa February 2019 be received.

Financial Report Omokoroa - December 2018

The Board considered a report from the Management Accountant dated 18 January 2019 as circulated with the agenda.

Resolved: Councillor Murray-Benge I Member Grainger

THAT the Management Accountants report dated 18 January 2019 and titled ''Financial Report Omokoroa -December 2018" be received

Council, Standing Committee and Community Board Meetings

The Board considered a schedule of meetings for the month of February and March 2019 as circulated with the agenda.

Resolved: Member Grainger I Councillor Murray-Benge

THAT the schedule of meetings for February and March 2019 be received.

The meeting concluded at 9.28 pm

Confirmed as a true and correct record.

OM18

M Grainger Chairperson Omokoroa Community Board

Date

14

Date Subject

11 March 2019 Open Session Decision Report from Recommendation to Council Regarding CCfV at Omokoroa -Omokoroa Community Board OM19 March 2019


Omokoroa Community Board

Decision Report from Recommendation to Council -Regarding CCTV at Omokoroa

Executive Summary

The following is a decision adopted by Council based on the recommendation from the Omokoroa Community Board.

The report is provided for information purposes only.

Remit from Council -C24 7 March 2019

C24.5 Recommendatory Report from the Omokoroa Community Board Meeting OM18, 12 February 2019- Request for CCTV

Council considered a report from the Democracy Advisor dated 12 February 2019 as circulated with the agenda.

Council advised that the Omokoroa Community Board needed to be fully informed of the current Council Policy on CCTV, initial set-up costs of a CCTV system and the ongoing monitoring and maintenance costs.

Resolved: Mackay I Palmer

THAT the item lie on the table at this time to enable the Omokoroa Community Board to give full consideration to initial set-up costs of a CCTV system and the ongoing long term monitoring and maintenance costs.

Recommendation

THAT the report of the Democracy Advisor dated 11 March 2019 titled Council Decisions on Board Recommendations in regard to CCTV at Omokoroa be received.

A3412189 Page 1

15

Date Subject

13 March 2019 Open Session Decision Report from Recommendation to the Long Term and Annual Plan Committee Draft 2019 - 2020 Annual Operating Budget Omokoroa Community Board OM19 March 2019



Decision Report from Recommendation to the Long Term and Annual Plan Committee Draft 2019 - 2020

Annual Operating Budget

Executive Summary

The following is a decision adopted by the Long Term and Annual Plan Committee based on the recommendation from the Omokoroa Community Board


Remit from the Long Term and Annual Plan Committee - 12 March 2019

LTAP7.2

A3417972

Recommendatory Report from the Omokoroa Community BoardDraft 2019/2020 Annual Operating Budget

The Long Term and Annual Plan Committee considered a report from the Democracy Advisor dated 18 October 2018 as circulated with the agenda.

It was noted that an amendment would be made if the Omokoroa Community Board was disestablished by the Local Government Commission as per the Council resolution for the 2018 Representation Review.

Resolved: Mayor Webber I Mackay

1. THAT the Long Term and Annual Plan Committee adopt the Omokoroa Community Board Operating Budget for 2019/20 subject to consideration through decisions from the Long Term Plan 2018/28

Operating Costs 2020

Conference/Training 500

Contingency ~500

Grants ~000

Mileage Allowance ~000

Page 1

16

Date Subject

A3417972

13 March 2019 Open Session Decision Report from Recommendation to the Long Term and Annual Plan Committee Draft 2019 - 2020 Annual Operating Budget Omokoroa Community Board OM19 March 2019

Operating Costs 2020 1

Salaries Determined by Remuneration Authority

Inter Department Determined by Overhead Cost Allocation

Charges TOTAL OPERATING

I COST

2. THAT the report relates to an issue that is considered to be of low significance in terms of Councils Significance and Engagement Policy

Recommendation

THAT the report of the Democracy Advisor dated 13 March 2019 titled Decision Report from Recommendation to the Long Term and Annual Plan Committee Draft 2019 - 2020 Annual Operating Budget be received.

Page 2

17

Western Bay of Plenty Dis£1 ic t Council

Memorandum

~o~--- · -------~ Communi~ Board Chairs and Mem~ers _____ -·--------==-~~ ~o~y~ _ _ __ .i _Eiecte~ ~e~b_er_:, -~a~~g~~-ent Team, ~il~en_ ~~~ __ :

Date: 13/03/2019

From:==l Emily Watton

----- ------------------------- ----------

l s~~je~ I U~dat~ to (~-~~-unity B~ard.:_ o_~ upcomin5J :?~s~lt~~io~ --

Council has adopted a range of planning, bylaw and policy projects that will be released for consultation from 18 March to 18 April 2019. These are summarised below.

A3110334 A3416379

p . ro]ect Proposal to introduce kerbside rubbish and recycling services

Annual Plan 2019/20

Schedule of Fees and Charges

Traffic and Parking Enforcement Bylaw review Trading in Public Places Bylaw review

General Bylaw review

Freedom Camping Bylaw

Gambling policies

Wh . ,

b at 1t sa out Council has been investigating its approach to rubbish and recycling over the last couple of years. The proposal will introduce the Council-contracted delivery of kerbside rubbish and recycling services to approximately 80 percent of the District, commencing in 2021. Key topics for the Annual Plan include Council's approach to debt management, and changes to a number of targeted rates. A proposed policy enables optional early payment for capital costs of specific infrastructure projects. The proposed fees and charges for Council services in 2019/20 will be open for feedback. A review of the parking restrictions, primarily in our main town centres A review of the rules and conditions that apply to mobile traders (such as coffee carts, roadside fruit and vegetable sellers, ice cream trucks etc.) A review of the rules and requirements in relation to Animals (excluding dogs), Council's cemeteries, Nuisances, and Public Places. Proposals relating to changes to freedom camping restrictions at specific sites around the District. Council's Class 4 venues and TAB venues policies will be open for consultation . The policies propose a more restrictive approach than the operat ive policy.

18

Memorandum Update to Community Boards on the Long Term Plan 2018

18/01/2018

2

Council has produced a Consultation Document, which provides the basis for conversation with our communities. This covers the kerbside waste proposal and the Annual Plan matters. See haveyoursay.westernbay.govt.nz for more information, including the consultation document. This site also has further information about the other projects that are out for consultation .

Submissions can be made online (through the above link), posted to Council or at the libraries and service centres across the District. Interested people can also request documentation to posted to them.

During the consultation period, there will be seven place-based 'have your say' events run in the across the district. The following dates, times and venues are now confirmed :

• Omokoroa Settlers Hall - Sat 23 March - 9am-12pm • Oropi Hall - Wed 27 March - 6.30pm-8pm • Waihi Beach RSA - Sat 30 March - 9am-12pm • Te Puna Quarry Park Gallery- Wed 3 April- 4pm-7pm • Te Puke Memorial Hall - Sat 6 April - 9am-12pm • Maketu Community Centre- Wed 10 April- 4pm-7pm • Katikati Community Hub - Patuki Manawa - Sat 13 April - 9am-12pm

These events will act as both a drop in day (information sharing) and an opportunity to 'have your say' for the community. They replace formal hearings. Ward Councillors and Community Board members are encouraged to attend the events in their area, and may attend any other events as they wish.

Events will include a registration area and stations for the respective topics. Further information will be displayed and staff will be present to take notes on any discussion between the community and Councillors/Community Board Chairs about the proposals. This verbal feedback will also be considered through Council's decision making process about the proposals.

Community Boards may make a written submission during the consultation period, covering one or more of the projects being consulted on . If Community Boards wish to make a verbal presentation, they are invited to do this at the event in Council Chambers on 15 or 16 April. Community Board Chairs can request a 15 minute timeslot by emailing [email protected] by 5 April 2019.

There will also be a range of online and print media to promote the consultation period and upcoming events.

Kind regards

(!;\}\};foe Emily Watton Policy and Planning Manager

Western Bay of Plenty !Jff$Ufi~t CffiUJfUCi!

19

Date Subject

26 March 2019 Chairpersons Report - Omokoroa Community Board OM19 March 2019

Open Session



Chairperson's Report- March 2019

Fundraising Concert

Congratulations are due to all on the committee responsible for the wonderful day that the community enjoyed on 3 March with the Fleetwood Mac tribute band. Hopefully an event such as this can become an annual feature of the Omokoroa calendar. Member Presland will update us on the event, lessons learnt, and the money raised.

Community Response Plan

Member Presland has advised that he is unable to take on the responsibility of leading this. I have met with Craig Hooper who has experience of 15 years in Fire Service (10 years as a volunteer officer and overlap 8 years as permanent officer full time in Oil Refinery doing emergency fire/medical response and emergency planning). As well as a St John Ambulance Officer Craig has gained a Certificate in Emergency Management at AUT whilst doing Paramedicine. As yet there has not been an opportunity to meet with Theo Ursum (Emergency Management BOPRC).

We look forward to working with Craig to finalise the plan.

Project spending to consider

As mentioned in earlier reports, the impending demise of the Omokoroa Community Board is an opportune time to deplete the Roading Reserve and Community Board Reserve accounts as it is strictly improper for these monies to accumulate in this way.

Decisions should be made now so that any spending can be incorporated in the 2019/2020 Annual Plan which is being compiled at present.

Currently the Roading Reserve has just over $306,000 uncommitted and there will be an allocation of some $97,000 in the 2019/2020 year. The total will be just over $403,000. The Community Board Reserve fund currently has an uncommitted balance of just over $173,000.

In total there is around $576,000 to be allocated. The Roading Reserve account is intended for road related capital improvements. The Reserve Account is for specific nonrecurring capital projects for council assets on council land.

A3308088 Page 1

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Date Subject

26 March 2019 Open Session Chairpersons Report - Omokoroa Community Board OM19 March 2019

Projects known and proposed could be:

Project Likely Cost Priority Estimate

Parking by Point School (up to approx. 83m down towards $135,000 tennis courts) Pedestrian Bridge over the railway $150 000 Bus Shelters (two of) $25,000

(each) Develop passive reserve at Western Ave extn, paths and $45,000 planting Extra Parking Bay - The Esplanade $20 000 Installation of BBQ at Western Ave playqround $25 000 Contribute extra to Western Ave - Kaylene walkway to enable $60,000 concrete surface. Develop Hamurana reserve walkway extn across railway to stormwater pond are in SHA CCTV cnr Western & Omokoroajexcluding Ongoing $7,000 Monitorinq/Maintenance Improve surface of walkway through Cooney Reserve to be wheelchair friendly Possible contribution to walkway past golf course j200,000 Basic Repair to Old Pavilion $100,000

Total

A Community Board workshop will be held to discuss priorities once the list is complete and indicative costing are available.

Proposed/Committee Projects Western Avenue Parking by Skatepath $60,000 * *As per previous plans provided Omokoroa CB Agenda OM2 February 2017

Community Groups • Omokoroa Community Policing Group (M Grainger)

Minutes of 13 February meeting attached. (Attachment A) New trustees were appointed in order that the rules could be updated if necessary and that the current trustees could step aside. Of special note is that it was Glenn Whittaker's last meeting after setting up this group and many years of service to the community. Glenn's wisdom and experience will be missed. The group held a volunteer recruitment day on 24 March.

• Omokoroa District Sports and Recreation (P Presland)

• Omokoroa Environmental Managers (M Grainger) OEMI finally has the new rules that were required for charitable status approved and registered with both the Incorporated Societies and Charities registrars. Minutes of SGM attached. (Attachment B)

A3308088 Page 2

21

Date Subject

26 March 2019 Open Session Chairpersons Report- Omokoroa Community Board OM19 March 2019

• Omokoroa Settlers' Hall Committee Society (T Sage)

• Western BOP Safer Communities Forum (M Grainger) No meetings attended, nothing to report

Annual Plan I Long Term Plan - Have Your Say

The Have Your Say community consultation event will be held at Omokoroa on Saturday 23 March 2019 at the Omokoroa Settlers' Hall from 9am to 12 pm.

Recommendation

THAT the Chairpersons Report to the Omokoroa Community Board for March 2019 be received.

Murray Grainger Chairperson Omokoroa Community Board

A3308088 Page 3

22

COMMUNITY POLICING GROUP CHARITABLE TRU~TTACH~.,~E~-!·~ ~ +l- , COMMITTEE MEETING 13th FEBRUARY 2019, HELD AT 122 HAMURANA ROAD

MINUTES

The meeting commenced at 3:30pm

PRESENT: Pat Harrison (Chairman), Bill Jacob (Secretary/Treasurer), Cathy Taylor (Coordinator NS), Carol Dodd (Coordinator PIC), Annabel Reyes, Glenn Whittaker, Steve lngall, Jim Boyes, Marjorie lmm, Peter Goad, Murray Granger (Omokoroa Community Board), Matthew Farrell (Lizard News Ltd).

Pat opened the meeting with a welcome to those present and with a special welcome to visitors Murray Granger and Matthew Farrell.

APPOLOGIES: Tony Hawkins (Coordinator Patrol), Paul Wrigley (Tauranga Community Constable) Moved: Marjorie/Seconded: Annabel.

MINUTES OF MEETING 6th December 2018: Emailed to members. Peter/Marjorie

MATTERS ARISING: 1. Trustees: response from Lawyers. Already on the agenda for this meeting.

MINUTES OF MEETING 30th January 2019: Emailed to members. Cathy/Marjorie

MATTERS ARISING: Nil

CORRESPONDENCE: 2. Regarding Trustees - emails to/from AnnanLaw: Legal opinion. 3. Handwritten note from Bob McKinnon regarding Trustees: Legal opinion. 4. Email from Glenn providing the Xmas message from Paul Wrigley - forwarded to

Coordinators to on-forward to members. 5. Email from Murray Granger (as a Patroller) regarding how confusing it seemed to be to use

OSA device in the Patrol Vehicle (Peter provided an update on powering this device). 6. Email from Glenn providing the email from Matthew regarding a public meeting about

"Crime concerns amid summer fun". 7. Outwards letter to Barbara Haseltine regarding the Lions Club providing a grant to

OCPGCT. 8. Email from Glenn with an attached article for the Omelette.

Jim/ Annabel

TREASURER'S REPORT: 9. Bill requested approval of cheques for Carol Dodd: gifts $50.35, Bill Jacob: USB cable for

cellphone $7.99. Marjorie/Cathy. 10. Bill provided summary of bank balances.

11. Murray asked if the OCGPCT had thought about putting an application into the Omokoroa Community Board for a grant in the light of the OCB soon to be wound up. Glenn indicated that we should make a case to OCB to contribute to the OCPGCT vehicle replacement fund . AP: Bill

NEIGHBOURHOOD SUPPORT REPORT: 12. Cathy had previously emailed the Western Bay of Plenty Neighbourhood Support (2009)

Incorporated affiliation documentation for signatures- tabled copies at the meeting. 13. Considering that the document contains the wording "you agree to adopt & use the systems

and procedures of WBoPNS" it was raised that we should look deeper into what that means for OCPGCT similar to the variations that were needed for affiliation to CPNZ.

Moved that Pat & Bill look at the details of the NS "systems and procedures" to see if there are any conflicts with OCPGCT processes. Glenn/Cathy

23

Cathy to provide the documents to be sourced from WBoPNS.

Pat is authorised to sign the affiliation documentation if there are no conflicts found.

14. Cathy provided further updates on how they were progressing with the Neighbourhood Support revamp, mentioning that they had processed 50 streets with approx. 75 Street Coordinators and mainly concentrating on the area from the new Kaimai Views sub-division to the Esplanade.

15. Cathy provided a revised budget of costs for new NS Street Signs, letterbox and window stickers and business cards. Refer to table at the end of these minutes.

Moved that approval be given for $581 .65 to purchase the items defined. Cathy/ Annabel

Matthew suggested that instead of disposing of the existing old faded Street Signs, a suitable stick-on label could be used to revitalise them. Cathy to follow up. AP: Cathy

16. Discussion ensued on how to install the Street Signs on lampposts etc. Additional thought needed in this respect.

17. Pat thanked Cathy/Annabei/Marjorie for all of their efforts in the revamp of the NS part of the Group.

PATROL REPORT: 18. As Tony was absent from the meeting, he had provided an email with these points:

.. . he will be stepping down from the position of Patrol Coordinator at the next AGM .

. . . had been watching what was happening to the 24Hr Surveillance sign that has been lying on it's side up against the fence since the upgrade of the road commenced . Suggested that the contractor should have re-installed it by now as the roadworks were finished although the cycleway was still incomplete. Murray indicated that the contractor has already been asked to re-install the sign.

19. Peter provided further information from the Patrol Group including that all patrollers have now been trained to the new procedures. The new OSA device has been provided with an in-car proximity charger but it still needs to be charged by the Friday Patrollers before commencing patrol.

20. Steve mentioned that Patrollers were still not filling out the Report Forms correctly in that all boxes in the header on the top of the form must be completed including a signature acknowledging that a risk assessment has been done. Reminder to be sent out with weekly taskings email.

21 . Pat & Carol indicated that they were still fielding calls from the public instead of them ringing the Police on 111.

22. Discussion ensued on Tony's replacement. What is entailed in the job? So that potential candidates could consider being appointed it would be useful to have a Job Description. Peter to liaise with Tony to obtain a Job Description. AP: Peter/Tony

GRAFFITI REPORT: 23. Nil

PIC REPORT: 24. Carol advised that PIC was tickling along OK but was looking for a couple of extra

members due to some departures. Cathy asked what was involved in being a PIC person. Carol and others explained the role.

25. New Library: the question was put to Murray who responded that the new building is in progress, but with a few wrinkles in the process. Discussion ensued on our thoughts on our use of parts of the building -garage, PIC room etc.

24

SCRIBE: 26. Glenn wished to resign from the position of Scribe, this being the remaining role held within

the Group. He indicated that this will be the last meeting he will be attending. Discussion ensued on finding a suitable replacement scribe- no decision made.

27. Pat moved a vote of thanks to Glenn for his wonderful job of creating the group and steering it through all of the issues since inception. Unanimous applause.

Annabel left the meeting at 4:36pm.

TRUSTEES: 28. As mentioned earlier, and distributed to committee members with the agenda for this

meeting , we have received a reply from Annanlaw with their opinion regarding the points raised earlier by Bill.

29. Bill tabled a series of suggested Trust Deed amendments. 30. Discussion ensued. Suggestion that we have 6 Trustees and that they all be allocated

specified roles: Chairman, Secretary/Treasurer and 4 Coordinators.

31. Moved that we appoint 6 Trustees and that those Trustees attend a workshop to consider the changes suggested to the Trust Deed. Glenn/Carol. Vote For: 8. Against: 1.

32. The Trustees nominated are: Pat Harrison, Peter Goad, Cathy Taylor, Jim Boyes, Marjorie lmm

33. The workshop was set down for 2pm Thursday 14th March 2019 at OM Library.

34. Glenn offered to obtain Tom Boyd's resignation as Trustee.

GENERAL BUSINESS: 35. Lizard News. Matthew addressed the meeting with the offer to facilitate a public meeting to

publicise the work that OCPGCT does to suppress crime in Omokoroa. He covered many points including: ... OCPGCT was looking for additional members for Committee, Patrollers etc. as several people have been with the Group for many years and wished for others to take over . .. . He has a wide ranging journalistic background, now produces the Lizard News free publication circulated to Omokoroa residents and wishes to assist OCPGCT in any way possible including sponsorship in some form . . . . He summarised the content of our meeting and suggested that a public meeting be organised to advertise what OCPGCT does and encourage others to become volunteers . . .. He would like us to provide an agenda and suggest people to front to the meeting.

36. A suggested date range of 22 - 31 March might be suitable.

37. People who might be suitable to front at the meeting are: ... Pat Harrison (Chairman) ... Paul Wrigley (Police Community Constable) ... I an Blunt (Fire & Emergency) ... Someone from WBOPDC ... Peter Goad (Patrol Coordinator)

38. Matthew was asked to start the ball rolling to organise the event.

39. Murray mentioned that consideration was being given to a Security Camera being installed on/near the roundabout at Western Avenue, to be monitored by Police.

Next meeting: Wednesday 1Oth April 2019, 2pm at Jim Boyes place, 122 Hamurana Road. There being no further business, the meeting closed at 5:43pm

Confirmed by: Date:

25

r •. a ""

ATTACH'l\;~C.L .. 14- . . i j\ i ~ .., ;( ~

NS Omokoroa Budget for 2019

I have klokect at streets from top of peninsular up to roundabout at t::aimai Views, but including Prole Rd, Francis Rd

and aU of Omokoroa Rd'

Based on so streets - some w1th l. or.-! co-ordmalors-- have worked tMf out to be I';, street to..ordlnators. with

averag~ of 20 per group. 1500 people induded.

Item Street

Signs

Folders

Letter Box Window

Amount so

75

Coloured 1500 NZNS Flyer

1WBOP Sin le Flyer 1

Business

Cards

1500

75

Police Crime 1500 ! Prevention

Book

400LB lOOW

150

600

1000-get3 packs now

Rest later

1350

900

~------~~~~--~-,·~~-·-··~-+---------+--~

Introductory 1500 1500 letter

Street Co

ordinator

Guidelines

75

Gathering/ 150 Recording Info Sheet

75

150

Cost $93.55 per

.!~P~~-~-· $95 per 100

...,., --- -$25.30 per 100

WBOPnot ! . usmg- use

1

until finished

Tot $467.75

Min charge

From WBOPNS

; WBOPNS

Pack of 200 38.00

Out of print ·

~cpel

shef fft· .. c\ ''"'-

6~pe· .. . rr; sH . et/ '

6c ~·~.f· shei!t

library will Print some free

ft

n

Request budget of $581.65 to replace previous $562.75 passed for NS

26

Omokoroa Environmental Managers Incorporated Special General Meeting held Tuesday 19th February 2019 3.30pm

at the Omokoroa School Library

Welcome All- Chairman Murray

Present- M Grainger, F Ashley, T Winter, J Birch , C Wright, J Mayston , H Reynolds, Visitor H Sim

Apologies - D Cameron, J Hicks, M Bradley, and received late N Bruning , J Law M Grainger I J Birch carried

MOG Reports received from History Group, OPAG , ANZAC, Pest Free, Cooney Reserve and tabled via email I read Points of Note -

• Jan Mayston will continue with the recycled plastic seating for the Cooney Reserve and to obtain all information from Murray. Murray noted the Start of the Cycleway is to be Cooney Reserve to relieve the pressure on The Esplanade.

• WBOPDC Have Your Say Meeting 23103119 • Community Day for all Volunteer groups eg Policing Group, Fire , First Response, Neighbourhood

Support, etc are encouraged to attend the Open Day 24103119 to serve as a membership drive with so many new comers. OEM I would fit nicely to hopefully attract new members. Several wi ll be absent, but some effort will be made to at least have a table of information. Heather and Murray to do a page on OEMI together as a handout. Matthew Farrell of the Lizard is promoting this day. Janine to enquire about the possible use of Art stands. Friends of OEM I to be emailed.

• Murray to continue with mangrove work. • Add Christine Wright to History Group and remove Jocelyn Hicks who is resigning .

M Grainger IF Ashley carried

Financial - Heather Spoke to the Trial Balance showing MOG funds I to be emailed to members. Account paid for Brushcutter service $161.60 Murray to present receipt for fuel, etc for reimbursement

M Grainger I J Birch carried

General Business :

• Ru le changes for the Companies Office Rule change notes: You will be aware that some changes to our rules were required by the Charities Commission in order to obtain charitable status - which we got. Unfortunately there was an intermediate set of rules that had not been lodged in Well ington and when the charity changes were done an important clause slipped out and an abbreviation slipped in.

Rule 1 Needs to change from: 1. NAME The name of the Society shall be the Omokoroa Environmental Managers Incorporated (OEMI) (hereinafter referred to as the Society)

To: 1. NAME The name of the Society shall be the Omokoroa Environmental Managers Incorporated. (hereinafter referred to as the Society)

Rule 21 needs to be added (to replace a Rule 16 that disappeared in 2014)

21. THE COMMON SEAL 21.1 The common seal of the Society shall be that appointed by the Committee, and shall be kept at the registered office of the Society. 21.2 The common seal shall be affixed to any document by a resolution of the Committee, signed and witnessed by two members, and such sealing be recorded in the minutes of the Society.

M Grainger I T Winter carried

27

P2

Further Business

• Karen Laten resignation- Karen has moved from the peninsula and her many interests will need to continue with other members. Murray asks that we canvas some suitable community minded person. o Seating for Cooney Reserve- thanks Jan for continuing . o The sale of Bird Books needs to be monitored and replenished at Fresh Choice, Library, The

Centre. o Critter counting in meter plots around the foreshore (Murray indicated Regional Council

Michaela Jefferson is leaving I her replacement Anna Dawson will settle into the job and will hear from Murray regarding the continued counting)

• K Laten - Reimbursement for airfares and taxis for Karen to attend the hearing for the new School where Karen is to present her petition, to come from Community Board $500+/-

• Heather arranged card for all to sign and letter of thanks with $50 fuel voucher will also be sent to Karen.

• Helen Sim - past OEM I Member attended to discuss her great concern of the weed Moth plant I kapok vine growing rampant about the peninsula. Councils not overly concerned it seems and residents need to be informed. Lizard/Omelette articles for Jan and Helen to arrange.

• Trish enquired of the Precious Reserve work. Murray informed this is to coincide with the Golf Course seawall work.

Meeting closed 4.20pm

Thank you for your attendance

Signed M Grainger Chair .............................. .. .................. .

Signed H Reynolds Secretary/Treasurer ......................... . .. ............ .

28

Date Subject

11 March 2019 Open Session Councillors Report Omokoroa Community Board 11 March 2019



Councillors Report- March 2019

Councillor Murray-Benge will provide a verbal update on the following items:

Underground Power Lines on Omokoroa Road

I ask the community board to consider the issue of Under grounding the power lines on Omokoroa road between Western Ave and Tralee Street. We cannot return to a rural standard for power lines on one section of Omokoroa road when the rest of the road is under grounded. Developments on either side of the road have power lines to be under grounded.

Proposed Improvement to Omokoroa Golf Course Land

We were approached by the Golf Club who are doing a great deal of restoration work along their boundary with the Harbour, and I hope our community board will consider favourably support for this project which will be of considerable benefit for the residents of Omokoroa.

Have Your Say Event at Omokoroa

The Have Your Say event at Omokoroa will be held at the Settlers Hall on Saturday 23 March from 9am to 12 noon.

Topics for consultation wil l be: Proposal to introduce kerbside rubbish and recycling services Annual Plan 2019/20 Schedule of Fees and Charges Traffic and Parking Enforcement Bylaw Review Trading in Public Places Bylaw Review General Bylaw Review Freedom Camping Bylaw Gambling Policies

Omokoroa Sports and Recreation Society Dreamers Concert

Congratulations to Peter Presland and his amazing team for the most enjoyable fun afternoon at Fleetwood Mac Dreamers concert. People of all ages thoroughly enjoyed themselves. Thank you Peter and your team for a memory which we hope will be repeated again and again.

Margaret Murray-Benge Councillor Omokoroa Community Board

A3419011 Page 1

29

Date Subject

4 March 2019 Infrastructure Services Report Omokoroa March 2019

Open Session



Infrastructure Services Report Omokoroa March 2019

Purpose and Summary This report provides specific information on infrastructure activities of interest to the Board

Minute Action Sheets The current Board Minute Action Sheets are attached to this report. The resolution to receive this report includes receipt of the Minute Action Sheets. Attachment A

Recommendation

1. THAT the Deputy Chief Executive Officer's Report dated 4 March 2019 and titled Infrastructure Services Report Omokoroa March 2019 be received.

Approved Gary Allis Deputy Chief Executive

A3400804 Page 1

30

Date Subject


Open Session

1. Utilities

1.1 Home Worm Composting Workshops Dates for 2019 is being planned with the trainers and will be available on Council's website once confirmed at:

http://www.westernbay.govt.nz/our-services/rubbish-recyclingwaste/Pages/Worm-Composti ng .aspx

All bookings are now made through www.eventfinda.co.nz

2. Reserves

2.1 Omokoroa to Tauranga Cycleway

User Statistics as follows:

Since trail opened the total count is 84,851 (63,329 pedestrians and 21,522 cyclists) with a daily average of 147 (110 & 37). Approximately 25 %of users are cyclists.

Holiday season comparison: 2 Dec 2017 to 21 January 2018- total user count was 10,874 with a daily average of 213. 1 Dec 2018 to 20 January 2019 - total user count was 9,955 with a daily average of 195.

Sections 1 & 2 (through to Lynley Park) have been completed .

Section 3: Lynley Park to railway - The archaeological authority application remains delayed while further information required by Heritage New Zealand is provided. This will be resubmitted soon.

Section 4: Tamihana Park to Kiwirail Bridge - No change since last report - Final surfacing along this section is completed although the track remains closed until railway embankment repair, Kiwirail approvals, & lease agreement in place. PowerCo and Ultra Fast Fibre have finished installing buried ducting along this section to provide services for future Omokoroa growth. The step section is to be sealed.

The official opening of this section will be coordinated with the Plummers Point section to Huharua Park so that a route destination is enabled. Completion expected April/May 2019.

Section 5: Bridge across Mangawhai inlet - completed but the track will remain closed until the cycleway connection with Huharua Park is in place.

Section 6: Plummers Point trail from bridge to Huharua Park is now well advanced and completion will be coordinated with section 4.

A3400804 Page 2

31

Date Subject

4 March 2019 Open Session Infrastructure Services Report Omokoroa March 2019

NOTE: The commuter route section proposed to connect between Bridge! and Plummers Point Road is being constructed in liaison with the private property owners. Completion of this will also be timed with sections 4 & 6 to provide a trail loop & commuter connection .

2.2 Omokoroa Sportsground Playground The playground is being well used. An official opening is planned for the first school term of 2019 (date to be confirmed).

Final additions involve shrub garden planting and additional trees, which will be planted during autumn.

2.3 Omokoroa Ferry to Opureora/Matakana Island- Facilities Upgrade The bulletin board (confirmed by the Island community) is to be installed at the Opureora Boat Ramp, expected during March.

2.4 Omokoroa Slips A proposal to repair a slip from No. 69 Omokoroa Road onto the Council walkway has been approved in principle. An agreement has been completed between Council and the owner, which wil l enable the owner to use Council's reserve in order to effect the repair. The works proposal has been submitted for consents.

Staff from EQC have indicated an interest in the works completed at Ruamoana Walkway. It was suggested that EQC may proactively trial the chimney drain methodology elsewhere in NZ. The Waikato University research student is making steady progress with his stability project with ongoing analysis and research.

2.5 Opuereora Marae Public Toilet Staff met with the Marae Committee on 25 January 2019 to discuss contract issues and the planned toilet building upgrade through the maintenance contractor.

An asbestos inspection has been undertaken in preparation for these repairs.

3. Strategic Property

3.1 Omokoroa Library&. Service Centre Regular meetings are being held with all parties to progress the design and future construction. The Building Consent has been programmed to be lodged during March 2019. A pre-lodgement meeting will be held with building control officials.

3.2 Kaimai Views Sales Update Sales for stages two and three are progressing well. The developer is in the process of purchasing these two stages and will see income for the sale of the land and receipt of financial contributions.

A3400804 Page 3

32

Date Subject

4 March 2019 I nfrast ructure Services Report Omokoroa March 2019

Open Session

4. Projects

4.1 Omokoroa Industrial Road- Stormwater Detention Pond Investigation, Design&. Construction The design is well advanced. The landowner discussions are occurring.

4.2 Omokoroa Road Urbanisation -Western Avenue to Tralee Street The section of Omokoroa Road from Western Avenue to Tralee Street including the Tralee Street intersection is currently being designed for construction in the 2018/19 and 2019/20 financial years subject to NZTA funding approval. The project is expected to be tendered in April 2019.

The current Omokoroa Road will be widened from 7.0m to 11.5m with provision for one lane of traffic in each direction with right turning facilities at several intersections. The road will include a l.Sm footpath on the western side and a 2.5m shared pedestrian and cycle path on the eastern side. There will be several bus stops placed at strategic locations on both sides of the road.

Lighting will be included to illuminate both the on road traffic and off road pedestrian and cycle traffic.

Power will remain as overhead and the space between kerb and channel and road boundary will be grassed and planted similar to the section south of Western Avenue.

The Tralee Street intersection will include a roundabout to facilitate traffic movements and improve safety of the intersection.

Please note, that timing of the work is subject to approval of NZTA subsidy and if this is not approved, the scope of the project will need to be reviewed.

5. Emergency Management

5.1 Community Response Plan A Community Response Plan covers how the community plans to self-activate and respond in the initial stages of a large scale emergency. If robust processes and systems are working well, the civil defence response will support what is already underway, not override the community response.

The Plan is developed by community champions and/or representatives of stakeholder organisations such as local schools, businesses, Neighbourhood Support, Lions, and Residents Associations and so on. Ownership of the Plan remains with the community, represented by the stakeholder group.

5.2 Waihi Beach The Community Response team has an up to date Community Response Plan in place. Currently we are assisting the team to attract new team members, as some people have left the area.

A3400804 Page 4

33

Date Subject


Open Session

5.3 Omokoroa The Community Response Team is working on updating their community response plan and they are also looking for some new people to join their team, as some people left the team. We are waiting to hear back from the team about their progress.

5.4 Katikati The Community Response Team has an up to date community response plan in place. Currently we are assisting the team to attract new team members, as some people have left the area, in addition to working with the Community Response Team to increase the public awareness of the team and the promotion of personal preparedness for an emergency.

6. Roading

6.1 Omokoroa Road Construction- State Highway to Railway The Omokoroa Road upgrade has been an exceptionally complex project due to weather delays, shortage of construction crews, roundabout and intersection builds, adjoining developer requests and the construction of multiple underground services with different utility authority ownership.

Most of the new road pavement has now been competed. The $12.9 mil lion project, with the physical works beginning early in 2017, also hit setbacks with the discovery of multiple archaeological sites and the removal of redundant asbestos water main pipes requiring specialist handling and disposal.

Underground services installed during the construction have included new water mains, a new gravity sewer main, a new storm water main, new road culverts, communications and power cables, Ultrafast broadband fibre optic cabling and the relocation of sections of the Omokoroa sewer transfer main . The sewer transfer main air value, which was situated under the road shoulder, has now been relocated during an overnight shutdown.

The remaining construction works have included the street light installations, sections of the cycleway, berm top soiling, second coat surfacing and final pavement markings. A section of the cycleway will not be surfaced with concrete in the area adjacent to the planned industrial road intersection because its final level will be determined by the new kerbing levels when they are designed and constructed . The roads chip seal surfaces have got their second coat seals and asphalt surfacing has been applied to the Omokoroa Carriers entranceway intersection to accommodate the heavy traffic turning requirements. The timing of the sewer main duplication into the transfer station will depend on suitably qualified drain layers being available to undertake the work in the new year. The vegetation maintenance requirements and levels of service for this area are being developed. In the short term this will include berm mowing and after the developers maintenance period ends the planted embankments requirements.

A3400804 Page 5

34

4 March 2019 Date Subject Infrastructu re Services Report Omokoroa March 2019

6.2 Community Roading Account

Omokoroa Community Board Reading Current Account Project Cost $

Current Account :

Current Account Opening Balance 1luly 2018

Allocation for 2018/ 19

Subtotal

Approved Projects Anderley Avenue Footpath OM 17.5.1 30,892 Subtotal

Proposed Projects Priority

Bus Shelters (two of) Priority 3 50,000 Develop passive reserve at Western Ave extn, paths and planting Priority 4 45,000 Western Avenue Carpark (2 bays) 65,000 Parking on Hamurana Road near Point School 160,000 Omokoroa Road Cycleway Bridge over Railway 150,000 Subtotal 470,000 Forecasted Current Account Closing Balance 30 June 2019 (Defciit)

Open Session

Funding Omokoroa MIP Community

LC/LR $ Board$ Status

316,732 94,770

411,502

- 30,892 Completec 30,892

50,000

45,000

65,000

160,000

150,000

470,000

(89,390)

The Board is holding a workshop to discuss priorities for the community roading fund. Projects additional to the above list that could be considered include:

• Concrete surfacing of the Kayelene to Western Avenue combined walkwayjcycleway $60,000.

• Funding of the walkwayjcycleway development and surfacing of the Precious Reserve - Golf Course Trail. This would be part of the Golf Club bund process. $200,000.

A3400804 Page 6

35

ATTACHMENT A

Community Board Report OMOKOROA COMMUNITY BOARD 28/08/2018

Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Omokoroa Sportsground Playground - Amenity Planting - Minute Action Reference OM14 18 6.3

OM1518 4.3

RFM

UNDER ACTION

Board members sought further clarification relating to the statement that no amenity planting along the boundary with the Abron Development which was consistent with the concept plan adopted in 201 4, and reaffirmed in the Kaimai Ward Management Plan adopted in August 2016.

Councillor Palmer advised that there was a budget set aside for the amenity planting, and the Board did not agree with the Reserves and Facilities comment.

The Board would seek clarification to this item at their workshop.

4 March 2019: The planting plan is being prepared by the new Graduate Landscape Architect before undertaking consultation.

23 Jan 2019: A planting plan is being prepared for consultation with the adjoining neighbours in March/April 2019.

5 Nov 2018: The proposed planting will be considered in the New Year.

24 Sept 2018: Staff met with the Board on 3 September 2018. It was agreed that planting options would be considered along the boundary and following consultation with the adjoining neighbours, planting could be undertaken in Autumn 2019.

A3353240

36

ATTACHMENT A

OMOKOROA COMMUNITY BOARD 9/10/2018

Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Long Term Plan Priorities

OM1618 2.3

RFAM

UNDER ACTION

At a workshop held on 3 September, Community Board members discussed and confirmed the following expenditure priorities in relation to the Long Term Plan Project 294701 ($200k budget) were given.

1. Precious reserve - $50k -for landscaping/filling the northern section of the reserve

2. Playground additional $100k- to complete the Stage Two Playground project

3. Playground path connection to the new pavilion building - $50k

Western Avenue Playground

The ceremonial turning of the first sod for the Stage Two of the new playground at the Skatepath in Western Avenue was held on 25 September 2018.

4 March 201 9: There is no significant change to the previous report other than the Consent for the Precious Reserve filling is being progressed with the Golf Course Bund Consent.

22 Jan 2019: 1. Precious Reserve $50k allocation - no change from the previous update.

2. The playground completion expenditure to date is approximately $250k including associated project consultancy costs . At this time, even with the additional $100k Community Board commitment, there is no surplus to contract a rope bridge structure. Therefore it is proposed that no further equipment is installed unless fully externally funded.

New plantings and trees will be planted during Autumn 2019.

3. A path design has been submitted to Westlink for pricing. Construction timing is dependent on resources and funding.

2 Nov 2018: 1. Precious Reserve: $50k allocation noted . Expenditure I timing of Resource

Consent and earthworks will be co-ordinated with the Golf Course over the remainder of the financial year.

2. Playground : $1 OOk allocation . The intention with additional funding is to design and construct a rope tunnel play structure over a section of the skate park. Indicative "off the shelf' solutions are in excess of $1 OOk so staff are exploring other ways to achieve this .

3. A path connection route is being designed to accommodate shared use from the end of Western Avenue (where it connects to the path to Hamurana Road) to Omokoroa Road. The route will be partially within the sports ground reserve and the road reserve . Construction timing is dependent on other factors, i.e. the playground completion, pavilion building construction timing , Western Avenue urbanisation design and construction.

A3 353240

37

AlTACHMENT A


Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Future Project Commitments

OM1718 2.3

RE2

COMPLETE

1 March 2019

The impending demise of the Omokoroa Community Board was an opportune time to deplete the Roading Reserve and Community Board Reserve accounts as it was strictly improper for these monies to accumulate in this way. Decisions should be made now so that any spending can be incorporated in the 2019/2020 Annual Plan, which was being compiled at present.

Currently the Roading Reserve had just over $306,000 uncommitted and there would be an allocation of some $97,000 in the 2019/2020 year. The total would be just over $403,000.

The Community Board Reserve fund currently had an uncommitted balance of just over $173,000.

In total there was approximately $576,000 to be allocated. The Roading Reserve Account was intended for road related capital improvements. The Reserve Account was for specific non-recurring capita l projects for Council assets on Council land.

Projects known and proposed (see Word document of minutes for table details)

Proposed/Committed Project

Anderley Avenue Footpath $35,00

Western Avenue Parking by Skatepath $65,000

* As per previous plans provided Omokoroa CB Agenda OM2 February 2017

1 March 2019: Refer to the recommended list of projects in the Infrastructure Report. Awaiting Board direction.

24 Jan 2019: The Board may choose to prioritise some of the uncommitted funds for project funding and delivery.

A3353240

38

ATTACHMENT A


Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Installation of Cycle Racks

OM1819 2.11

RE2

UNDER ACTION

THAT the Omokoroa Community Board Chairperson's Report dated 23 January 2019 be received.

1 March 2019: A selection of ideas and locations for modernized cycle lock up racks will be presented to the Board with rough costs for their comment and consideration.

A3353240

39

ATTACHMENT A


Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Installation for BBQ at Western Avenue

OM1819 2.2

RFM

UNDER ACTION

Advice was provided to the Board that the cost for a double plate BBQ with shelter over top would be in the order of $15,000 with an additional cost of up to $10,000 - $15,000 for an electrical supply to the BBQ unit.

The specific location of the BBQ in the area would need to be discussed further in consultation with the Reserves and Facilities Manager and the item should be considered for inclusion in the future Long Term Plan.

4 March 2019: Staff are considering options for locating a BBQ before discussion with the Board Chair.

A3353240

40

ATIACHMENT A


Remit Tit le

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Beach Grove Road- Under Road Water Leak

OM1819 5.1

RE2

COMPLETE

6 March 2019

Councillor Murray-Benge asked for an update on the water leak that had been discovered under the road in the vicinity of Beach Grove Road.

The Roading Engineer (West) advised that he would provide an update on this item.

6 March 2018: The Deputy Chief Executive Officer has provided a full response direct to Councillor Murray-Benge.

A3353240

41

ATTACHMENT A


Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Welcome to Omokoroa Sign

OM1819 5.4

RE2

UNDER ACTlON

The Roading Engineer was advised that the Welcome to Omokoroa sign needed to be re-sited to the best position in the vicinity of the corner of Omokoroa Road and Prole Road.

6 March 2019: Westlink have been requested to relocate the signs accordingly. Staff are now awaiting the scheduling from Westlink.

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42

ATTACHMENT A


Remit Tit le

Remit Number

Owner

Status

Complete Date

Confidential

Resolut ion

Actions

Long Term Plan Priorities- Minute Action Reference OM16 18 2.3 -Playground path connection to the new pavilion building

OM1819 5.5

RFM

UNDER ACTION

The Board requested that they be provided wit h a copy of the proposed playground path connection to the new Sport and Recreation Society Pavil ion.

6 March 2019: The plan of the path connection is detailed overleaf. It is 2-Sm wide concrete surface and will initially go from the playground to the toilets. The section from the toilets to be the new pavilion will be constructed after the building is complete.

A3353240

43

DRAFT- Toilet Area Western Avenue

L1v,k f'I!H'I rarn ~.,. .. r. 1:12.

-1\. CW rc:t a1 '1h19 t o Cl00 f\ 1'• lr~· apf>YOl

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(approx l i ~ c: o • spor-t·sfic: IGi I'Mrt h10

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DRAFT Shared Path Overall Plan -Western Avenue

" •

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t urw\1&) hcd~ ~hAte\'! r~fi::IY'I'} to ~ll)lo:i')ht rcu t tMt.tky-

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A3353240

44

ATTACHMENT A


Remit Title

Remit Number

Owner

Status

Complete Date

Confidential

Resolution

Actions

Community Roading Account

OM1819 5.6

RE2

COMPLETE

4 March 2019

The Board will schedule a workshop to construct an itemised list of future projects that may be funded from the Community Roading Account to be reported before the end of the 2018/2019 financial year.

The initial future projects list would be collated for pricing and feasibility and if practicable included in the 2020 Annual Plan.

4 March 2019: The Board's comments are noted.

A3353240

45

Date Subject

12 March 2019 Open Session Decision Report from the Operations and Monitoring Committee - Omokoroa Road Upgrading March 2019



Decision Report from the Operations and Monitoring Committee - Omokoroa Road Upgrading March 2019

Executive Summary

The purpose of this report is to receive information on the decision made at the Operations and Monitoring Committee meeting held on 28 February 2019 regarding the urbanisation of Omokoroa Road between Western Avenue and Tralee Street.

The following is a decision adopted by the Operations Committee based on the recommendation regarding the Urbanisation of Omokoroa Road between Western Avenue and Tralee Street.


Remit from the Operations and Monitoring Committee - 28 February 2019

OP17.9

OP17.9.1

A3415398

Omokoroa Road Urbanisation Project (Western Avenue to Tralee Street Intersection)

The Operations and Monitoring Committee considered a report from the Engineering and Specialist Projects Manager dated 13 February 2019 as circulated with the agenda.

Power Pole Relocation/Undergrounding

The Deputy Chief Executive officer advised the Committee that there was no budget provision for the undergrounding of high voltage power lines in the Omokoroa Structure Plan and the Long Term Plan. While the relocation of power poles to allow the road widening had been included in the project cost, for safety reasons, amenity value and maintenance cost savings, it was suggested that the overhead power lines be undergrounded. The cost difference between power undergrounding and relocation of poles was in the order of $550,000.00.

The following points were raised in regard to this item:

Page 1

46

Date Subject

OP17.9.2

A3415398


• The Omokoroa Community Board was not aware that there would an extra costs involved for undergrounding the power.

• Design/Plans would need to be re-done and advised to the Board. • Council does not have a policy to underground power. • If this was a higher level of service for Omokoroa - then Omokoroa

should pay.

Resolved : Webber/ Mackay

1. THAT the Engineering and Special Projects Manager's report dated 15 February 2019 and titled "Omokoroa Road Urbanisation Project (Western A venue to Tralee Street)" be received.

2. THAT the report relates to an issue that is considered to be of low significance in terms of Council's Significance and Engagement Policy.

3. THAT the undergrounding of the overhead power lines on Omokoroa Road between Western A venue and Tralee Street not be included in the project but only the cost of the relocation of the power lines be included in the project cost.

Vegetation on Omokoroa Urbanisation Project

The Deputy Chief Executive Officer advised that a high level of landscaping and plantings had been included in the Omokoroa Urbanisation project to enhance the amenity and natural beauty of Omokoroa. The Omokoroa community had expressed a strong view for specimen avenue trees and screen planting on the Omokoroa Urbanisation Project. The cost of planting was $720,000 compared to a lower level of landscaping and planting estimates at $120,000. Both options included specimen trees.

In discussion the following points were noted: • The vegetation planted on the earlier developed part of Omokoroa Road

should be continued. • Saturation planting was not favoured as there was still a lot of new

subdivision work.

Councillor Dean advised that in his opinion five of the plant species in the report should not be used as landscaping plants along Omokoroa Road.

Resolved: Dean I Williams

THAT the vegetation on the Omokoroa Urbanisation Project include grass and specimen trees (with a similar look and feel to the current planted species) on the level surfaces and grass and lower level landscape planting on the banks at an estimated cost of $120k and an annual maintenance cost $20k.

Page 2

47

Date Subject

OP17.9.3


Tralee Street/ Omokoroa Road Roundabout inclusion in Omokoroa Road Urbanisation Project

The Deputy Chief Executive Officer advised that the Tralee Street roundabout and its approaches were not included in the current LTP 2018- 2028. Due to the intensity of the commercial and residential development and the high use of the Tralee Street intersection, it was recommended to include the upgrade of the Tralee Street roundabout in the Omokoroa Urbanisation Project. There were cost benefits and less disruption to the community if both projects were constructed at the same time.

Resolved: Thwaites I Mackay

THAT the Tra/ee StreetjOmokoroa Road roundabout reconstruction be included in the Omokoroa Road Urbanisation Project subject to NZTA subsidy being approved for the project.

The Operations and Monitoring Committee considered the attached report with respect to the Omokoroa Road Urbanisation project. Attachment A

The Committee passed three recommendations. Attachment B

The essence of the recommendations are:

Power Services The overhead power lines will be relocated and not be placed underground. The additional cost of undergrounding of $550,000 was not funded.

Roadside Planting The planting for this section will generally be similar to the right hand side railway line to Western Avenue. It will include the planting on the banks specimen trees and grass. The additional cost to go to a fully planted carriage way and no grass was $600,000.

Staff are looking into the best option to plant specimen trees along both sides of the road to avoid overhead high voltage power line conflicts and aesthetics.

Tralee Street Roundabout The Tralee Street roundabout reconstruction is included in the project subject to NZTA subsidy being approved.

Project Programme The urbanisation is in the final design and tender documentation phase. Tendering is expected in April.

A3415398 Page 3

48

Date Subject


Timing of physical works is subject to:

• The tender results (price) Availability of contractor resources Approval of NZTA subsidy.

At this stage, construction is expected over the 2019/20 construction season.

Recommendation

1. THAT the Deputy Chief Executive's report dated 12 March 2019 and titled Omokoroa Road Upgrading be received.

Gary Allis Deputy Chief Executive Officer

A3415398 Page 4

49

Date: 13 February 2019 154 A TTACHtafbLIJtfJ' Subject: Omokoroa Road Urbanisation Project -

Western Avenue to Tralee St Intersection


Operations and Monitoring Committee

Omokoroa Road Urbanisation Project (Western Avenue to Tralee Street Intersection)

Purpose To determine if the undergrounding of the high voltage power lines should be included in the Omokoroa Road upgrading project at an estimated additional cost of $550,000.

To determine the level of planting along Omokoroa Road, either full planting estimated at $720,000 or bank planting, specimen trees and grass estimated at $120,000.

To determine if the Tralee Street roundabout upgrading should be included in the project or deferred to a future date.

Recommendation

1. THAT the Engineering and Spedal Projects Manager's report dated 15 February 2019 and titled "Omokoroa Road Urbanisation Project (Western Avenue to Tralee Street)" be received.


3a. THAT the project includes undergrounding of the high transmission overhead power lines on Omokoroa Road between Western Avenue and Tralee Street at an additional estimated cost of $550k above the relocation of overhead power lines, funded within the structure plan funding model.

OR

3b. THAT the undergrounding of the overhead power lines on Omokoroa Road between Western Avenue and Tralee St not be included in the project but only the cost of the relocation of the power lines be included in the project cost

4a. THAT the vegetation on the Omokoroa Urbanisation Project indude grass and specimen trees on the level surfaces and grass and lower /eve/landscape planting on the banks at an estimated cost of $120k and an annual maintenance cost $20k.

OR

A3393543 Page 1

50

Date: Subject:

13 February 2019 155 Omokoroa Road Urbanisation Project -Western Avenue to Tralee St Intersection

AlTACHMENTr!J Open Session ·

4b. THAT the Omokoroa Urbanisation Project be fully landscaped and planted at an estimated cost of $720k and annual maintenance cost of $100k noting that the landscape planting may not be eligible for NZTA funding.

Sa. THAT the Tralee Street/Omokoroa Road roundabout reconstruction be included in the Omokoroa Road Urbanisation Project subject to NZTA subsidy being approved for the project.

OR

Sb. THAT the Tralee Street/Omokoroa Road roundabout not be included in the Omokoroa Road Urbanisation Project.

I· .

Raj Sumeran Engineering and Special Projects Manager

Approved

A3393543

Gary Allis Deputy Chief Executive

Page 2

51

Date: Subject:


ATTACHMENT0J Open Session

1.0 Background

The Omokoroa Road Urbanisation Project from Western Avenue to Tralee Street intersection is approved in the current structure plan and the LTP 2018-2018 for completion in the 2019-2020 financial years.

The Omokoroa Urbanisation Project consists of approximately l.Okm of road upgrade, several intersection upgrades, construction of right turning bays at intersections, 2.5m shared off-road cycle and pedestrian path on the northern side of Omokoroa Road, several bus bays, urban street lighting, various service relocations (underground and overheads) and urban landscaping and plantings.

The Tralee Street roundabout and its approaches are not included in the current LTP 2018-2018. However, due to the intensity of the commercial and residential development and the high use of the Tralee Street intersection, it is recommended to include the upgrading of the Tralee Street roundabout in the Omokoroa Urbanisation Project. There are also cost benefits and less disruption to the community if both projects were constructed at the same time.

Currently, no budget provision has been made for the undergrounding of the high voltage power lines in the structure plan and L TP. The relocation of the power poles to allow for the road widening has been included in the project cost. For safety reasons, amenity value and maintenance cost savings, it is suggested that overhead power lines be undergrounded so they are free of traffic hazards and makes the road corridor safer. The cost difference between the power undergrounding and relocation is in the order of $550k.

A high level of landscaping and plantings has been included in the Omokoroa Urbanisation Project to enhance the amenity and the natural beauty of Omokoroa. The Omokoroa community has expressed a strong view on the need for specimen avenue trees and screening plants on the Omokoroa Urbanisation Project. The cost of planting is $720k compared to a lower level of landscaping and plantings estimated at $120k. Both options include the specimen trees.

A3393543 Page3

52

Date: Subject:


ATTACHMENTI?JJ Open Session

2.0 Budget Estimate and Funding Source Summary - -

~ Project Structure Project Funding Source Structure Activities Plan Estimate WBOPDC NZTA Plan

Timing Budget $M Subsidy $M (51°/o)

Western Avenue 1.56 2.78 1.36 1.42 2020/2021 to Margaret Drive (0-11-1) Margaret Drive 2.85 3.26 1.6 1.66 2019/2020 to Tralee (0-11-

' 2) Tralee St 1.65 0.81 0.84 2020/2020 Roundabout Power UG 0.55 0.55 0.00 2019/2020

' Grass/plants 0.12 0.07 0.05 Additional 0.60 0.60 0.00 2020/2021 Landscape plantinqs

I Pavement 0.28 0.28 0.14 0.14 2020/2021 I Rehabilitation ~ Services 0.52 0.25 0.27 2020/2021 I

Design( 0.33 0.16 0.17 2019/2021 Tendering( MSOA Total Project $10.09 $5.54 $4.55 Cost Total Budget $4.69 (SP) Shortfall $0.85

Less $0.60 Addit ional Planting Revised $0.25 Shortfall

3.0 Power Line Relocation or Undergrounding

In order to urbanise this project1 a number of existing power lines within the road corridor will conflict with the roading improvements and will require either relocation or undergrounding constructions.

North Power has provided prices to fully relocate the existing pole lines and alternatively( a price to underground the full project length.

The sum of $550k above the relocat ion cost has been allowed for the undergrounding. The undergrounding is expected to be funded on the same basis as the road upgrading however1 is subject to confirmation from NZTA.

A3393543 Page 4

I

I

t

I I

I

I

53

Date: Subject:


AlTACHMENTElJ. Open Session

Currently, the power undergrounding is not included in the structure plan budget or in the current LTP. Council's direction and funding approval is required to include the undergrounding of the overhead power lines in the Omokoroa Urbanisation Project. Developers have been very supportive of undergrounding the power as it eliminates visual clutter and improves the outlook from the sections. Undergrounding is consistent with Council's Development Code, which requires underground services in subdivisions. Undergrounding high voltage power lines makes the road corridor safer from loss of control crashes and reduces maintenance costs. The Omokoroa Community Board has previously advocated for the undergrounding of the power from Western Avenue to Tralee Street section.

The undergrounding of the Prole to railway lines section of Omokoroa Road was approved by Council and funded as a structure plan project.

4.0 Landscape and Tree Plantings

A considerable amount of costs have been included in the landscaping and tree plantings for this project. A high level of plantings if implemented will enhance the amenity and the natural look of Omokoroa. The Omokoroa community has expressed strong views on the need for enhancing the amenity through the inclusion of specimen trees in this project to create a boulevard and screening effect. The planting and landscape costs is estimated at $720k and amounts to 7.4% of the total project cost. The alternative to landscape and plantings is to reinstate the berms with grass and specimen trees and the cut/fill batter slopes with topsoil and lower level planting at a reduced cost of $120k. A savings in the order of 83 % of the landscape and tree plantings cost could be achieved by planting grass plus the specimen trees instead of full landscape and trees. The maintenance cost of maintaining grass over the landscape and trees could be in the order of $20k per annum verses $lOOk per annum for landscape and plantings.

Currently, the high level landscape and tree planting is not included in the project budget. Council's direction and resolution is required for funding the landscape and tree plantings on the Omokoroa Urbanisation Project. Both options include the specimen trees. The lower cost option will be similar in appearance to the area right hand side of railway line - Western Avenue.

Attachment A shows the full landscape planting. Attachment A

5.0 Significance and Engagement

The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because it is concerning a contract variation for planned work.

A3393543 Page 5

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Date: Subject:


6.0 Engagement, Consultation and Communication

Interested/ Affected Engagement/ Consultation I Communication Parties

Name of interested Omokoroa Community Board and Omokoroa parties/groups communities

Bay of Plenty Regional Council

Heritage New Zealand

Land developers

Neighbouring property owners

North power

Spark

Tangata Whenua Consultation with Pirirakau representatives for earthworks and historic site protections.

General Public L TP and annual plan process

Omokoroa Community Board Meetings

7.0 Issues and Options

A3393543

Option3a 3a. THAT the project includes undergrounding of the high

transmission overhead power lines on Omokoroa Road between Western Avenue and Tralee Street at an additional estimated cost of $550k above the relocation of overhead power lines be funded within the structure plan funding model.

Assessment of option for advantages and disadvantages taking a sustainable approach

Advantages are: • Opportunity to remove overhead power lines

servicing the community. • Opportunity for structure plan developer funded

investment. • Will support an urban streetscape environment

and meet the Omokoroa Community's desire for an enhanced amenity and free from visual effects of high voltage power lines. This will also reduce vehicular crashes and associated maintenance costs.

• It will meet the requirements of the Infrastructure Development Code.

The disadvantage is the $550k will have to be funded from the structure plan if it does not qualify for a subsidy from NZTA.

Page 6

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Date: Subject:

160 ATIACHMENT0 f

Open Session 13 February 2019 Omokoroa Road Urbanisation Project -Western Avenue to Tralee St Intersection

Costs (including present and future costs, direct, indirect and contingent costs) and cost effectiveness for households and businesses

Increased short term project cost and may impact financial contribution charges in Omokoroa.

Option 3b

3b. THAT the undergrounding of the overhead power lines on Omokoroa Road between Western Avenue and Tralee Street not be included in the project but only the cost of the relocation of the power lines be included in the project costs.


Advantage of this is reduced cost to the project.

Disadvantages are:

• Lost opportunity to remove over head power lines servicing the community.

• Will not support an urban street environment and will still have the visual effects of power poles in the corridor.

• Potential remains for vehicular crashes and ongoing maintenance costs to repair the damaged poles.

• Does not fit within the Infrastructure Development Code requirements.

Costs (including Capital cost $424k present and future costs, direct, indirect and contingent costs) and cost effectiveness for households and businesses

Option 4a

4a. THAT the vegetation on the Omokoroa Urbanisation Project include grass and specimen trees on the level surfaces and grass and lower /eve/landscape planting on the banks at an estimated cost of $120k and an annual maintenance cost $20k.

A3393543 Page 7

56

Date: Subject:

13 February 2019 161 A1TACHMENT.8:f

Open Session Omokoroa Road Urbanisation ProjectWestern Avenue to Tralee St Intersection

Advantages of this are:

• This option is a low cost option and can be funded within the project.

Assessment of • The Omokoroa community will get some degree of option for urban feel and look with the urbanisation project. advantages and disadvantages

Disadvantage is: taking a sustainable approach • The community will not get the enhancement to the

amenity and look of Omokoroa. • Will not get a gateway boulevard and screening

effect.

Costs (including Capital costs $120k and is included in the project. present and future Annual maintenance costs expected to be $20k. costs, direct, indirect and contingent costs) and cost effectiveness for households and businesses

Other implications The public perception might be negative.

Option 4b

4b. THAT Omokoroa Urbanisation Project be fully landscaped and planted at an estimated cost of $720k and annual maintenance cost of $100k noting that the landscape planting may not be eligible for NZTA funding.

Advantages are:

• The Omokoroa community will get what they ask for.

• It will create a gateway of boulevard and screening

Assessment of option effect.

• Will improve the urban character of Omokoroa Road for advantages and disadvantages taking a sustainable approach Disadvantages are:

• The cost of the project will be increased and will require Council funding.

• It will increase annual maintenance costs .

Costs (including present and future costs, direct, indirect Estimated cost of $720k and annual maintenance cost and contingent costs)

of $lOOk. Requires $600k extra Council funding . and cost effectiveness for households and businesses

A3393543 Page 8

57

Date: Subject:

13 February 2019 162 ATTA~f;;I~Ta Omokoroa Road Urbanisation Project -Western Avenue to Tralee St Intersection

Other implications The public perception is expected to be less positive.

Option Sa

Sa. THAT the Tralee Street/Omokoroa Road roundabout reconstruction be included in the Omokoroa Road Urbanisation Project subject to NZTA subsidy being approved for the project.



Reduces disruption to the community through all the work being completed in one project.

Inclusion in the project reduces procurement, design and construction costs.

Project B subject to NZTA approval for subsidy.

Option Sb

Sb. THAT the Tralee Street/Omokoroa Road roundabout not be included in the Omokoroa Road Urbanisation Project.



The roundabout upgrading can be undertaken as a future separate project.

Undertaking the project in the future will potentially be at a higher price as a stand alone project.

8.0 Statutory Compliance

The recommendation meets the current council plans and the direction provide to staff by the elected members.

A3393543 Page 9

58

Date: Subject:


ATTACHMENT 121 Open Session

9.0 Funding/Budget Implications

Budget Funding Relevant Detail I nformation

The project has been budgeted from a number of funding sources e.g. structure plan and NZTA subsidies, and the budget for the structure plan can be amended during the annual plan process.

The Operations Committee has delegation to approve contracts up to $5M for any one contract within budgets approved by Council in the LTP and AP budget processes.

The Council retains the delegation for projects costing greater than $5M and for variations to the annual budget.

The decision in resolutions 3(a) and 4(b) increase budgets and requires adjustment to the current structure plan.

A3393543 Page 10

59

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Omokoroa Road Urbanisation I Low & Medium planting-Page 8 DATE: NOVEMBER 2011 SCAL£: 1:2EO(Al ) l:&OO (A3 )

68

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69

AITACH MENT B

Omokoroa Community Board - 12 March 2019

OP17.9 Omokoroa Road Urbanisation Project (Western Avenue to Tralee Street Intersection)

1. Executive Summary Extract from Minutes of the Operations & Monitoring Committee, 28 February 2019.

2. Background The Operations and Monitoring Committee considered a report from the Engineering and Specialist Projects Manager dated 13 February 2019 as circulated with the agenda.

OP17.9 .1 Power Pole Relocation/Undergrounding

The Deputy Chief Executive officer advised the Committee that there was no budget provision for the undergrounding of high voltage power lines in the Omokoroa Structure Plan and the Long Term Plan. While the relocation of power poles to allow the road widening had been included in the project cost, for safety reasons, amenity value and maintenance cost savings, it was suggested that the overhead power lines be undergrounded. The cost difference between power undergrounding and relocation of poles was in the order of $550,000.00.

The following points were raised in regard to this item:

• The Omokoroa Community Board was not aware that there would an extra costs involved for undergrounding the power.

• Design/Plans would need to be re-done and advised to the Board. • Council does not have a policy to underground power. • If this was a higher level of service for Omokoroa - then Omokoroa should

pay.

Resolved: Webber/ Mackay

1. THAT the Engineering and Special Projects Manager's report dated 15 February 2019 and titled "Omokoroa Road Urbanisation Project (Western Avenue to Tralee Street)'' be received.


3. THAT the undergrounding of the overhead power lines on Omokoroa Road between Western A venue and Tralee Street not be included in the project but only the cost of the relocation of the power lines be included in the project cost.

A3415216 Page 1

70

ATTACHMENT B

Omokoroa Community Board- 12 March 2019

OP17.9.2 Vegetation on Omokoroa Urbanisation Project

The Deputy Chief Executive Officer advised that a high level of landscaping and plantings had been included in the Omokoroa Urbanisation project to enhance the amenity and natural beauty of Omokoroa. The Omokoroa community had expressed a strong view for specimen avenue trees and screen planting on the Omokoroa Urbanisation Project. The cost of planting was $720,000 compared to a lower level of landscaping and planting estimates at $120,000. Both options included specimen trees.

In discussion the following points were noted:

• The vegetation planted on the earlier developed part of Omokoroa Road should be continued .

• Saturation planting was not favoured as there was still a lot of new subdivision work.

Councillor Dean advised that in his opinion five of the plant species in the report should not be used as landscaping plants along Omokoroa Road.

Resolved: Dean I Williams

THAT the vegetation on the Omokoroa Urbanisation Project include grass and specimen trees (with a similar look and feel to the current planted species) on the level surfaces and grass and lower level landscape planting on the banks at an estimated cost of $120k and an annual maintenance cost $20k.

OP17.9.3 Tralee Street/ Omokoroa Road Roundabout inclusion in Omokoroa Road Urbanisation Project

The Deputy Chief Executive Officer advised that the Tralee Street roundabout and its approaches were not included in the current LTP 2018 - 2028. Due to the intensity of the commercial and residential development and the high use of the Tralee Street intersection, it was recommended to include the upgrade of the Tralee Street roundabout in the Omokoroa Urbanisation Project. There were cost benefits and less disruption to the community if both projects were constructed at the same time.

Resolved: Thwaites I Mackay

THAT the Tralee StreetjOmokoroa Road roundabout reconstruction be included in the Omokoroa Road Urbanisation Project subject to NZTA subsidy being approved for the project.

A3415216 Page 2

71

Date Subject

11 March 2019 Open Session Financial Report Omokoroa- February 2019



Financial Report Omokoroa- February 2019

Purpose and Summary

This report provides the Community Board with a six-weekly monitoring of its operational budget.

Attached are the financial statements for the period up to 28 February 2018 (Attachment A} .

Total operational costs are lower than budget and include conference expenses, contingency expenses, grants, mileage allowance and salaries.

Grant payments made to date:

I Total grants to date $

Committed- Operational expenditure

$ Travel expenses to Ministry of Education Submissions for Karen 500 Loten regarding Omokoroa Schools Wreath for ANZAC Day Service 200 Total outstanding operational commitments $700

2018/19 reserve analysis:

2018/19 Openinq Balance $246 441 Contribution towards the cost of the new sports pavilion on t he $(17,320) Western Avenue sports ground [OM9.4.2] . $29,780 funded in 2016-18 2018/ 19 Closing Balance $229,121

A3411001 Page 1

72

Date Subject

11 March 2019 Financial Report Omokoroa- February 2019

Committed - Reserve expenditure

Contribution towards the cost of the new sports pavilion on the Western Avenue sports ground [OM9.4.2]. $29,780 funded in 2016-18 Contribution towards the cost of a placement of an Anchor Stone sculpture next to Omokoroa Fisherman's Club on the Esplanade roM9.4.5l Contribution towards the cost of amenity seating at various view points throughout Omokoroa [OM14.4.1] 2018/19 Closing Balance after committed expenditure

Recommendation

Open Session

$(52,900)

$(3,000)

$(10,000)

$163,221

THAT the Management Accountant's report dated 11 March 2019 and titled "Financial Report Omokoroa - February 2019" be received .

............................................ a=~---··-·······- ···· -···················································· · -Christie ~m~ms Management Accountant

Approved ·· ··· · · ········· -~---··· · David Jensen Senior Financial Planner

Approved Finan anager

A3411001 Page 2

73

ATIACHMENTGU Western Bay of Plenty District Council Income and Expenditure Statement

For the period ended 28 February 2019

Omokoroa Community Board Year to Date Full Year Last Year

Variance Actual Budget (Unfav)/Fav Budget Actual

$ $ $ $ $ Direct Costs Additional Levels of Service 0 0 0 0 0 0

Bylaw Enforcements 0 0 0 0 0 0

Conference Expenses 110 1,525 1,415 0 2,500 87

Contingency- [see breakdown below] 747 2,418 1,671 0 4,000 484

Grants 0 3,900 3,900 0 6,500 666

Mileage Allowance 225 900 675 0 1,500 1,622

Salaries 12,810 17,172 4,362 0 26,198 19,285

Inter Department Charges 21,656 21,656 0 0 32,480 32,484

Total Operating Costs 35,548 47,571 12,023 0 73,178 54,628

Interest Expense 0 0 0 0 0 (17,878)

Total Direct Costs 35,548 47,571 12,023 0 73,178 36,751

Total Costs 35,548 47,571 12,023 0 73,178 36,751

Income Rate I ncome 50,394 48,792 1,602 0 73,178 77,085

Total Direct Income 50,394 48,792 1,602 0 73,178 77,085

Net Cost of Service 14,846 1,221 13,625 0 0 40,334

Contingencl£ - breakdown

Hall hire 82

Signboard on Hamurana Road [OM16.2.4] 665

Year to date contingency costs 747

Communi~ Board Reserves Opening Balance - Surplus (Deficit) 246,441

Sports Pavilion contribution [OM9.4.2] (17,320)

(Decrease) Increase in year (17,320)

Closing Balance - Surplus (Deficit) 229,121

74

Western Bay of Plenty District Council Formal Meeting Schedule 2019

APRIL 2019

Meeting Date Time

Maketu Community Board 2 April 7.00pm

Policy Committee 4 April 9.30am

Te Puke Community Board 4 April 7.00pm

Tauranga City Council I Western Bay of Plenty 10 April TBC

District Council Joint Governance Committee

Operations and Monitoring Committee 11 April 9.30am

Council 18 April 9.30am

Regulatory Hearings Committee 18 April l.OOpm

Venue

Maketu Community Centre

Chambers

Te Puke Library and Service Centre

Chambers

Chambers

Chambers

Chambers

Good Friday- 19 April, Easter Monday- 22 April and ANZAC Day - 25 April

Regulatory Hearings Committee (if required) 30 April 9.30am Chambers

MAY 2019

Meeting Date Time Venue

Regulatory Hearings Committee (if required) 1 May 9.30am Chambers

Waihi Beach Community Board 6 May 6.30pm Waihi Beach Community Board

Omokoroa Community Board 7 May 7.00pm Omokoroa Community Church

Katikati Community Board 8 May 7.00pm The Centre. Patuki Manawa

Community Committee 9 May 9.30am I

TBC 10.00am

Rural Committee 14 May 9.30am Chambers

Maketu Community Board 14 May 7.00pm Maketu Community Centre

Policy Committee 20 May 9.30am Chambers

Joint Road Safety Committee 21 May 10.00am Chambers

Operations and Monitoring Committee 22 May

9.30am Chambers (Wednesday)

75

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